A Canadian Background Check Authorization Form is a legal document that provides an organization with the explicit, informed consent required under the Personal Information Protection and Electronic Documents Act (PIPEDA), S.C. 2000, c. 5, to obtain a background report on an individual for employment, volunteer, or engagement purposes. Unlike the United States, which is governed by the Fair Credit Reporting Act (FCRA), Canada relies on PIPEDA and provincial privacy legislation to regulate the collection and use of personal information in background screening.

Under PIPEDA Principle 3 (Consent), an organization must obtain the knowledge and consent of the individual for the collection, use, or disclosure of personal information, except where inappropriate. The Office of the Privacy Commissioner of Canada (OPC) has consistently held that background checks constitute a significant intrusion into an individual's privacy, and therefore require explicit, informed, opt-in consent rather than implied consent. The 2018 OPC Guidelines for Obtaining Meaningful Consent require that the consent process explain in plain language what information will be collected, why it is needed, how it will be used, to whom it will be disclosed, and what the consequences of providing or withholding consent are.

Criminal record checks in Canada are conducted through the Royal Canadian Mounted Police (RCMP) Canadian Police Information Centre (CPIC) database or through local and municipal police services. The Criminal Records Act, R.S.C. 1985, c. C-47, governs the disclosure of criminal records and record suspensions (formerly pardons). When a record suspension is granted by the Parole Board of Canada, the criminal record is kept separate and apart from other criminal records, and employers cannot access or use the suspended record for employment decisions except in limited circumstances involving vulnerable sector checks for sexual offence convictions.

A Canadian Background Check Authorization Form is needed whenever an employer, volunteer organization, licensing body, or other entity wishes to obtain a background report on an individual. Under PIPEDA, this consent must be obtained before any personal information is collected for the purpose of conducting the background check. The consent requirement applies to all types of background checks, including criminal record checks, credit checks, employment verification, educational credential verification, driving record checks, and vulnerable sector checks.

Employers should obtain background check authorization when hiring for positions of trust, positions involving financial responsibility, positions with access to confidential or sensitive information, and positions involving vulnerable persons (children, elderly, or persons with disabilities). The Canadian Human Rights Act, R.S.C. 1985, c. H-6, and provincial human rights legislation require that background checks be demonstrably related to the duties and responsibilities of the position — a blanket policy requiring criminal record checks for all positions regardless of job duties may violate human rights protections.

Credit checks for employment purposes are subject to additional requirements in several provinces. Ontario's Consumer Reporting Act (R.S.O. 1990, c. C.33) requires that the employer notify the individual in writing that a credit report will be obtained and the name and address of the consumer reporting agency. British Columbia's Business Practices and Consumer Protection Act (S.B.C. 2004, c. 2) imposes similar obligations. In Quebec, the Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1, as amended by Law 25) requires prior written consent and limits the use of credit information to situations where it is relevant to the position.

A comprehensive Canadian Background Check Authorization Form must contain several essential elements to satisfy PIPEDA and provincial privacy requirements. First, clear identification of the requesting organization, including its full legal name, registered address, province or territory, and contact information. Second, identification of the background screening firm that will conduct the report, with complete contact details to enable the individual to make inquiries about the scope and content of the report.

Third, a detailed description of the categories of information that may be collected, limited to what is reasonably necessary for the stated purpose as required by PIPEDA Principle 4 (Limiting Collection). Fourth, an explicit consent statement that clearly describes what the individual is authorizing and the consequences of providing or withholding consent, consistent with the OPC's Guidelines for Obtaining Meaningful Consent. Fifth, a reference to the Criminal Records Act, R.S.C. 1985, c. C-47, and an acknowledgment that record suspensions will be respected except where legally permitted disclosure applies.

Sixth, a human rights compliance clause confirming that the background check will be conducted in compliance with the Canadian Human Rights Act and applicable provincial human rights legislation, and that prohibited grounds of discrimination will not factor into employment decisions. Seventh, where credit checks are included, compliance with provincial consumer reporting legislation (such as Ontario's Consumer Reporting Act) requiring written notice and identification of the credit reporting agency. Eighth, a governing law clause specifying the province or territory whose laws govern the authorization, along with applicable federal laws of Canada. Finally, the individual's signature, date, full legal name, and any former names or maiden names, to enable accurate record searches.